TO: MAYOR HORNADAY AND CITY COUNCIL
FROM: CITY HALL RENOVATION AND EXPANSION TASK FORCE
DATE: February 9, 2011
RE: RECOMMENDATION TO EXTEND THE SERVICES OF THE TASK FORCE
During the regular meeting on January 17, 2011 the members of the Task Force agreed by consensus to forward a recommendation to City Council to extend the City Hall Renovation and Expansion Task Force services through the design phase up to the actual start of construction.
Below is the excerpt from those minutes:
B. What Next? Further Involvement in the Project
Chair Abboud requested a motion to discuss.
WYTHE/JOHNSON - SO MOVED.
There was no discussion.
The motion to bring to the floor for discussion was approved by consensus.
Ms. Johnson stated that the Task Force was scheduled to dissolve March 1, 2011 and she felt that their work is just beginning and that there should be a sounding board for the employees that work in this building.
This would allow them a place to submit their ideas and concerns for the project. Ms. Roberts agreed and noted that the next deadline was to award the project, there was really nothing more on the calendar for the Task Force, but she concurred with Ms. Johnson that the Task Force should give input and represent the ideas of the people working in this building.
Mr. Wrede commented that the Task Force would be a great asset as a sounding board for the architect and point of comment and contact to have input for the project, not only the employees but the Public Arts Committee and the Public if any. He noted that it was brought to his attention that the Public Arts Committee wanted to offer ideas for public art to be incorporated into the architecture of the building itself similar to Library.
He gave a possible brief schedule for input such as 10%, 35%, and 65% design. He believed it would be better to have ideas submitted to the design/construction team from this group. Public access points, flow, design where each department will be located, and the division of work space would need to be determined. He confirmed that this group’s involvement through the design phase would be extremely beneficial up to the 65% or 95% design phase. Then it would fall to Mr. Meyer to ride point on the project.
Ms. Wythe expressed the desire that any cuts or changes to the project due to budget overruns that the people who lived in this building would have a say in those matters, not be notified after the fact. She stated that in the process of determining what to cut and what to keep, since Mr. Meyer is not a member of this building, he may not have a pertinent view of what is the appropriate thing to keep and the people of this building should be involved in that process with this building.
Mr. Wrede concurred up until the actual construction phase the staff and council would be involved especially if it would impact the public too.
Chair Abboud commented that he believed the group could play a role and he did not think they had to personally speak to everybody individually but could present summaries.
Mr. Hogan stated he was willing to devote more time to the Task Force and act as a sounding board and resource for the employees.
Ms. Roberts would like to have the Space Needs Study, both the modified and dream list, forwarded to Steiner’s as soon as possible. She also did not feel that this group had much of a role until Steiner’s could come before them a present an initial design idea with sketches, etc.
Mr. Hogan requested changing the regular meeting day to the same day as the council meetings due to his upcoming requirements to be out of town. He suggested they could meet before the committee of the whole meeting, like at 3:00 p.m.
Discussion determined that it would not be possible to meet the same day as council due to work schedule and prior meeting schedule commitments.
WYTHE/ROBERTS - MOVED TO SUBMIT A RECOMMENDATION TO CITY COUNCIL TO EXTEND THE TASK FORCE’S SERVICES THROUGH THE DESIGN PHASE OF THE PROJECT, ACT AS A SOUNDING BOARD AND REPRESENTATIVE FOR THE INTERESTS OF EMPLOYEES OF THIS BUILDING AND COUNCIL.
There was no discussion.
The motion was approved by consensus of the Task Force.